producing presentations a beginner's guide to powerpoint

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INFORMATION TECHNOLOGIES

Producing Presentations A Beginner's Guide to PowerPoint January 13, 2005

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Table of Contents TABLE OF CONTENTS .............................................................................................. III

INTRODUCTION ...........................................................................................................V ABOUT THIS COURSE ..................................................................................................... V READING THIS MANUAL................................................................................................. V WHAT IS POWERPOINT? ................................................................................................. V

CHAPTER 1 GETTING STARTED ..............................................................................1 STARTING POWERPOINT..................................................................................................1 THE POWERPOINT SCREEN..............................................................................................2 THE MENU BAR...............................................................................................................3 USING THE TOOLBARS.....................................................................................................6

CHAPTER 2 CREATING A PRESENTATION ...........................................................7 CREATING A NEW PRESENTATION ...................................................................................7 APPLYING A TEMPLATE TO A PRESENTATION..................................................................8 CREATING A TITLE SLIDE ................................................................................................9 SAVING PRESENTATIONS .................................................................................................9

CHAPTER 3 TEXT........................................................................................................11 INSERTING A BULLETED LIST SLIDE ..............................................................................11 INSERTING TEXT............................................................................................................12 BULLETED LISTS ...........................................................................................................12 FORMATTING TEXT .......................................................................................................17

CHAPTER 4 GRAPHICS..............................................................................................20 INSERTING A PICTURE SLIDE .........................................................................................20 THE PICTURE TOOLBAR.................................................................................................21 INSERTING AN AUTOSHAPE ...........................................................................................23 THE DRAWING TOOLBAR ..............................................................................................24

CHAPTER 5 TABLES ...................................................................................................27 INSERTING A TABLE SLIDE ............................................................................................27 CREATING A TABLE .......................................................................................................27 FORMATTING TABLES....................................................................................................28

CHAPTER 6 WORDART..............................................................................................33 INSERTING WORDART...................................................................................................33 FORMATTING WORDART...............................................................................................34

CHAPTER 7 ANIMATION...........................................................................................37 THE ANIMATION TOOLBAR ...........................................................................................37 ANIMATING YOUR PRESENTATIONS ..............................................................................37 CUSTOMIZING ANIMATION ............................................................................................38

CHAPTER 8 FORMATTING SLIDES........................................................................41 CHANGING SLIDE BACKGROUNDS.................................................................................41 SLIDE FOOTERS .............................................................................................................42 APPLYING A TEMPLATE.................................................................................................42 EDITING A TEMPLATE MASTER .....................................................................................43

CHAPTER 9 OTHER POWERPOINT FEATURES..................................................45 GRAPHS .........................................................................................................................45 DIAGRAMS & ORGANIZATION CHARTS .........................................................................46

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SLIDE TRANSITIONS ......................................................................................................47 CHAPTER 10 POWERPOINT VIEWS.......................................................................49

POWERPOINT VIEWS .....................................................................................................49 CHAPTER 11 PRESENTING SLIDE SHOWS ..........................................................51

RUNNING YOUR SLIDE SHOW........................................................................................51 SELF RUNNING SLIDE SHOWS........................................................................................52

CHAPTER 12 PRINTING PRESENTATIONS ..........................................................55 PRINTING.......................................................................................................................55 CREATE A WORD FILE FOR PRINTING.............................................................................58

CHAPTER 13 CLOSING POWERPOINT..................................................................59 CLOSING POWERPOINT..................................................................................................59

CHAPTER 14 POWERPOINT BOOKS......................................................................60

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Introduction Welcome to Producing Presentations: A Beginners Guide to PowerPoint!

About This Course Producing Presentations is an introduction to the Microsoft PowerPoint program. After completing this course, you will be able to produce professional-looking slide presentations for your classes.

Reading This Manual There is more material in the manual than we will be able to cover in the class time. During the class, we will restrict our activities to those marked

with a . We will leave the other activities and topics for you to try at home, or in a computer lab on campus. This manual is yours to keep. Since our time is so limited, please only do the steps marked with a mouse icon. You will be able to try the other sections or just experiment on your own at any time after this course.

What is PowerPoint? PowerPoint is a computer slide show package that allows you to create professional-looking presentations quickly and easily. You can create entire presentations from scratch with the tools PowerPoint provides, or you can import text and graphics from other programs. This way, you can “pull together” a presentation from information you already have on your computer. You can use PowerPoint to create a series of slides containing both text and graphics. You can then choose to print your slide show on overheads, or present it directly from your PC. In addition, you can print your presentation for your audience, giving them a paper with room to write notes. PowerPoint provides you with templates, colour schemes, drawing objects and clip art pictures to enhance your presentation.

Producing Presentations Getting Started

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Chapter 1 Getting Started In this chapter, you will learn:

4 how to start PowerPoint

4 the basics of the PowerPoint screen

4 how to use the menu bar

4 how to use the toolbars

Starting PowerPoint PowerPoint can be started many different ways, depending on your computer. To start PowerPoint in the IT computer labs, follow the steps below:

Starting PowerPoint:

1. Click in the task bar.

2. Select . 3. Select Microsoft PowerPoint

Task Pane

Slide & Outline view

Spea

kers

no

tes

Standard and Formatting toolbars


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The PowerPoint Screen You should now see a blank title slide on your screen, as well as several toolbars. You may also see the animated office assistant.

Screen Element: Description:

Program Window Contains the PowerPoint application

Document Window Contains your presentation

Title Bar Shows the name of the program (PowerPoint) and the name of the open presentation.

Menu Bar Provides access to all PowerPoint

Title Bar Menu Bar

Standard & Formatting toolbars

Outline/Slide View

Notes View

Drawing toolbar

Program window

Document window

View buttons

Task Pane


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commands and functions

Standard Toolbar Provides quick access to the most common menu commands

Formatting Toolbar Provides quick access to the most common formatting commands

Task Pane Provides quick access to many formatting changes.

Outline View Shows an outline of all of the text in the presentation. Can be used to edit and rearrange text.

Slide View Shows text and graphic layout for each slide.

Notes View Place to store personal speakers notes for the presentation that you don’t intend to show on the screen, but rather use from a printout.

Text boxes Placeholders for text. Location and formatting is decided by the Slide Layout chosen.

Drawing Toolbar Provides quick access to the most common drawing commands.

View Buttons Allows you to quickly change how you view your presentation: Normal, Outline, Slide, Slide Sorter, and Show.

The Menu Bar Every command that PowerPoint can process is available through the menu bar. When you click on a category heading, such as File, you will see a drop-down menu of all the commands available in that category.

Using the Menu Bar:

1. Click File on the menu bar. Take a look at the drop-down menu of choices available:


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2. Move the mouse pointer across the menu bar to the other categories: Edit, View, Insert, Format, Tools, Slide Show, Window, and Help.

3. Move your pointer back to the Edit menu. 4. Click any command you want, just to see what happens. Some

commands require different follow-up actions, and not all commands are activated.

5. If a new window pops up when you click a command, just click

the in the top right hand corner to close it. 6. Press either the Esc key or the Alt key to return to your slide

show, or click anywhere inside the main window. If you tried a few commands from the Edit menu, you probably noticed that they did not all act the same way when you clicked them. Here are some important facts to remember about the menu bar:

If the command is: It means:

followed by a keyboard combination

you can use the keyboard shortcut rather than the mouse to run this command.

followed by a 4 another menu with additional choices will appear.

dimmed or gray you cannot use this command at this time. Try modifying the selection, or the location of your cursor.


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followed by an ellipsis (…) a dialogue box will appear, and you must enter more information.

preceded by a small icon there is a similar button on the toolbar that runs the same command.

preceded by a small icon that appears pressed in

the command is currently running.

Menu showing only recently used items:

1. Click Edit on the menu bar. Take a look at the drop-down menu of choices available:

2. After pausing on the menu for about 5 seconds, you may notice

the menu expand as follows:

3. This feature will show you the most commonly used commands

first, and then will expand to show all commands.


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4. To turn the feature on or off, go to View, then choose Toolbars,

then choose Customize. 5. Click on the Options tab. 6. Check off or remove the checkmarks as appropriate:

Using the Toolbars The buttons on PowerPoint’s toolbars provide quick access to common commands. If you want to know what a button does, move your mouse pointer over the button, but do not click. A tool tip will appear, describing its function. To start a command, click the button. The ‘Standard’ and the ‘Formatting’ toolbars share the top row of the PowerPoint screen, and appear as follows:

There are many extra buttons that do not show by default, but they can be

accessed with the More Buttons icon that is in the middle and at the end of the toolbar. For example, if you would like to use the Increase Font Size button , you may notice that you can’t see it on the toolbar. But, if you click the

More Buttons icon at the far right hand side of the toolbar, you can click the Increase Font Size button . After choosing the Increase Font Size button , it will now be visible on the main toolbar row. To turn the feature on or off, go to View, then choose Toolbars, then choose Customize. Click on the Options tab. Check off or remove the checkmark as appropriate:

Producing Presentations Creating a Presentation

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Chapter 2 Creating a Presentation In this chapter, you will learn:

how to create a new presentation

how to apply a presentation template

how to make a title slide

how to save a presentation

Creating a New Presentation With a blank presentation, you have a few options in terms of slide formatting. You can create a master slide, which is basically a new template that will apply to your whole presentation. All your slides will have the same format, including text, title, bullets, and background. You can also format each individual slide to have different text styles or backgrounds. As well, you can apply a template to the presentation once you have added your text and graphics.

Creating a New Presentation:

1. From the task pane, click Blank Presentation. (If the task pane isn’t visible, click View Task Pane

2. From the task pane, choose the appropriate Slide Layout.

There are twelve different types of slides to insert. We will discuss the different types later in this manual. For now, insert a Title Slide.


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Inserting a Title Slide:

1. Select the Title Slide icon at the top left-hand corner of the Slide Layout task pane by clicking on it once.

Help! Don’t see the task pane? Choose Format Slide Layout

Applying a Template to a Presentation If you want your presentation to have a consistent design from the very beginning, you can choose to use a design template. Design templates contain color schemes, formatted slides, and fonts designed for a specific look. After you apply a template to your presentation, each slide you add will have the same custom look, regardless of what kind it is. PowerPoint comes with many professionally designed templates. You can also make your own templates. If you create a special look for one of your presentations, you can save it as a template. Using a template helps make creating slide presentations easy and painless. The template automatically formats and positions your text, and creates backgrounds and bullet styles. While the template will probably suit your needs, you can also edit parts of it, like the background or text colour, or remove the template from the presentation it if it does not suit your needs. As well, you can apply a different template to your presentation, changing the look while keeping the content of the slide show unchanged.

Applying a Template to a Presentation:

1. Click Format on the menu bar, and click Slide Design. 2. The task pane on the right will show many templates.

3. Move down the list until you see the file whirlpool.pot. Select

that file. 4. Click on the picture to apply it. Click the down arrow beside

the picture and choose “Apply to selected slides” to apply the design to only the selected slide.


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Creating a Title Slide

Filling Out a Title Slide:

1. Click once inside the text box that reads Click to add title. 2. Type Your Perfect Vacation into the box when the cursor

appears. 3. Click once inside the box that reads Click to add sub-title. 4. When the cursor appears, type Information to Make Planning

Easier into the box. 5. Click outside of the text box to finish. You can format the text and reposition both the title and subtitle to fit your theme. We will cover these aspects of presentation design in the next chapter.

Saving Presentations You should always save your presentation several times while you are creating it. That way, if your computer crashes or something else happens, you will not have lost that much work. You may also want to save your presentation as different files at several points during its creation. That way, if you dislike the direction it takes, you can go back to an earlier version and try again. You may also want to include the fonts used in a presentation with the file. Since presentations are often created on one computer, and then used on another, to ensure the fonts look the same they should be embedded.

Saving a Presentation:

1. Click the File heading on the menu bar, then click Save. You can

also click the Save icon on the toolbar . 2. Make sure that the folder you want to save your file in is selected.

Check the Save In: field to find out where your presentation will be saved on the computer.

3. Type a file name for your presentation, for example vacation, in

the File name: field.


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4. On the Save As window, click on Tools Save Options. 5. Choose Embed True Type Fonts, and click OK. 6. Click Save. When you have saved your presentation once, all you have to do to save it again is press the Save button on the toolbar. You will not be asked to type in your filename again; PowerPoint will overwrite the existing file with the new one. If you want to save your presentation as different files at different points during its creation, you need to follow this procedure:

Saving a Presentation under a Different Name:

1. Click the File heading on the menu bar, then click Save As…. 2. Type a different file name into the File name: field, for example

vacation2. 3. Click Save.

Producing Presentations Text

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Chapter 3 Text In this chapter, you will learn:

4 how to insert a bulleted list slide

4 how to insert text into a slide

4 how to format bulleted lists

4 how to format text in a slide

Inserting a Bulleted List Slide In order to add text to your presentation, you must have a slide to type it into.

Inserting a Bulleted List Slide:

1. From the menu, choose Insert, and then choose New Slide. 2. The task pane should appear on the right side of the screen.

Select the Bulleted List slide, , from the New Slide task pane that appears.

A blank slide will appear on your screen. It should look like this:


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Inserting Text Text is the core of any slide presentation. Without it, the amount of information you communicate to your audience is limited. With that in mind, there are some important things to remember. First, slides should never be too cluttered. There is only so much information your audience can absorb from a slide that they are shown. A good guideline is include only 7 lines per slide. Second, your slides should not contain every word of your presentation. They should only be used to enhance what you are telling your audience, and to keep your presentation on track. Try to use only point form notes, rather than complete sentences. Third, because your slide show is a visual presentation, your text should be large enough to be seen easily, and should be written in a common, easy to read serif or sans serif font. These simple guidelines will help ensure that your presentation is successful.

Making a List Slide:

1. Click inside the text box that reads Click to add title. 2. Type Easy Vacation Planning when the cursor appears. 3. Click inside the text box that reads Click to add text. 4. Type the text you see below into the field when the cursor

appears (press enter at the end of each line):

5. Click outside the text box to finish.

Bulleted Lists PowerPoint automatically starts your bulleted list when you insert a list slide. There are, however, some points to discuss when it comes to lists. Since PowerPoint presentations should only be used to supplement your complete presentation, lists are important features. You are able to present your main ideas in point form, and you allow your audience to identify the important topics you are discussing. Just as with the rest of your presentation, consistency is important. Your bullets should be the same from slide to slide, and should not overpower your text. After all, people in your audience will pay more attention to a bullet that takes up half of the screen than the text it is marking! You can

• Pick a destination • Set your goals • Research


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also turn off the bullets if you feel they are not appropriate for the content of the slide. Right now, let’s look using different levels of bullets. Here is an example of bullet text using levels: • This is a first level bullet.

− This is a second level bullet. It is a sub point of bullet number 1. • This is back to the first level of bullets.

Making sub-bullets on a List Slide:

1. To add sub-bullets under the word Research as follows:

2. Position the cursor at the end of the word “Research”.

3. Press Enter.

4. Press Tab or click on the toolbar.

5. Type “Travel and accommodations”.

6. Press Enter.

7. Type “Attractions”

8. Press Enter.

9. Press Shift+Tab or click on the toolbar .

10. Type “Make a time line”

Command: It means:

or pressing Tab with the cursor before the text

“Demotes” text, making it a subtly smaller font size, and indenting it.

• Pick a destination • Set your goals • Research

− travel and accommodations − attractions

• Make a time line


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or pressing Shift+Tab with the cursor before the text

“Promotes” text, making it a subtly larger font size, and removing an indent.

Turning Bullets Off and On:

1. Select the list on your second slide, which is everything in the text box under your title.

2. Click the Format heading on the menu bar, then click Bullet….

3. Click the bullet style. 4. Click OK. Your list should no longer have bullets. 5. Select your list again if you have deselected it. 6. Click the Format heading on the menu bar, then click Bullet…. 7. Click the picture of the bullet style you like. For example:

8. Click OK. Your list should have bullets again. You can also change your bullet character, its colour, and its relative size.

Changing Your Bullet Style:

1. Select your list. 2. Click the Format heading on the menu bar, then click Bullet…. 3. Click customize. 4. Select Wingdings from the font drop down box.


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5. Select one of the symbols that appear below. You can see a

larger preview of any symbol by clicking it once.

6. Click OK

7. Click the arrow at the end of the Color: field. 8. Select one of the colour squares. 9. Decrease the size of the bullet to 80% by clicking the down arrow

next to the Size: field four times. 10. Click OK. Your slide should look something like the one below, depending on the bullet character and colour you chose:

Remember that text and lists are the core elements of your PowerPoint presentation. Without them, you communicate very little information to your audience. With this in mind, make sure that you have a consistent format, and that you are not trying to present too much information in one slide. The key to a successful presentation is simplicity.


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Formatting Text Once you have mastered inserting text, you can create informative and clear presentations easily. However, you might think that so far, your presentation is pretty boring to look at. To fix this problem, you will need to format your text. You can change the size, colour, font, style, and effect of your text. For example, you might decide all your titles should be larger, blue, and in a different font from your other text, or you might decide your list items should be smaller and italicized. Let’s begin with formatting the size of your text.

Increasing Text Size:

1. Move to your title slide by clicking the scroll bar on the right side of your screen.

2. Select your title, Your Perfect Vacation, by highlighting it with

your mouse. 3. Click the Format heading on the menu bar, then click Font. A

menu will appear on your screen. 4. Click the Size field, which is the field on the far right. It should

read 44, which is the current font size. 5. Select 72 from the menu below the Size field by scrolling down

the list and clicking once on the number. 6. Click OK. The size of your title should have increased (if it has not, ask your instructor for help). You will notice that it is now spread over two lines. To make the title fit on one line, you will have to decrease your font size slightly.

Decreasing Text Size:

1. Select your title again if you have deselected it. 2. Click the Format heading on the menu bar, then click Font.


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3. Click the Size field. 4. Select 60 from the menu below the Size field by scrolling down

the list and clicking once on the number. 5. Click OK. SHORTCUT: On the formatting toolbar, there are two buttons that look like

this: and . The first one increases your text size, and the second decreases it. Select the text you want to resize, then click one of these buttons. You can also change the colour of your text.

Changing Text Colour:

1. Select the subtitle: Information to Make Planning Easier. 2. Click the Format heading in the menu bar, then click Font. The

Font menu will appear.

3. Click the arrow at the right side of the Color field, which is right under Size.

4. Click the blue square, which is third from the right. 5. Click OK. 6. Deselect your text to see the results. If you want to use a different colour than the ones offered, click More Colours… at the bottom of the dropdown menu. You can then select colours from a Standard grid, or make your own Custom colours. You can also change the font of your text.

Changing Fonts:

1. Move to your second slide by clicking on the scroll bar on the right side of your screen.

2. Select your title: Easy Vacation Planning.


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3. Click the Format heading on the menu bar, then click Font. The Font menu will appear.

4. Scroll through the list of fonts below the Font field by clicking the

arrow at the end of the field. 5. Select Comic Sans MS. 6. Click OK. There are many fonts to choose from. You can explore them later to see which ones you like. Be sure to use the “Embed True Type Fonts” while saving (show in the section Saving Presentations on page 9) There are also styles and effects that can be applied to your text. Styles are changes in appearance that affect the font directly. They include bold and italics. Effects change the look of your text after the font and style are set. Effects include underline, , and. .

Changing Style:

1. Select your slide title, Easy Vacation Planning. 2. Click the Format heading in the menu bar, then click Font. The

Font menu will appear. The style field is second from the left. 3. Click Bold Italic. 4. Click OK. Your title should now be slanted to the right and darker than it was before.

Applying an Effect:

1. Select your title, Easy Vacation Planning. 2. Click the Format heading in the menu bar, then click Font. You

will see the available effects in the lower left of the Font menu.

3. Click the check box next to Emboss. It should now have a checkmark in it.

4. Click OK.

Producing Presentations Graphics

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Chapter 4 Graphics In this chapter, you will learn:

4 how to insert a picture slide

4 how to insert pictures

4 how to use the picture toolbar

4 how to insert an AutoShape

4 how to use the drawing toolbar

Inserting a Picture Slide While text is the basis for any presentation, graphics can make your slides more visually appealing, and can enhance the message you are trying to get across. You can insert graphics from a variety of sources. PowerPoint comes with the Microsoft ClipArt Gallery, which contains over 1000 images in a variety of categories. As well, you can insert your own pictures. PowerPoint also provides you with a series of AutoShapes, such as arrows, banners, and stars. Although you can insert a picture into any slide, PowerPoint provides you with two preformatted slides that are ready to accommodate pictures.

Inserting a Clip Art Slide:

1. Click Insert from the menu, and choose New Slide.

2. Select the Text and Clip Art slide from the task pane that appears.

3. Add the following text to your slide:

In the Title box: Destinations In the Text box: • Europe

• Mediterranean • Africa • Caribbean • United States • Canada

4. Click on to choose your clip art.


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5. Click on the picture, and then click OK.

Inserting Your Own Picture:

1. Click Insert from the menu, and choose New Slide.

2. Select the Text and Content slide from the task pane that appears.

3. Click once on the Insert Picture icon on the slide.

4. Click the arrow at the end of the Look In: field to find the drive and folder your picture is in.

5. Select your image file. 6. Click OK. 7. Move your picture from the middle of your slide by dragging and

dropping the image onto the clip art box.

The Picture Toolbar If your picture is selected, you will see the Picture Toolbar. If you do not see the toolbar pictured below, click once on the picture. A box should appear around the picture, and the toolbar should appear somewhere on your screen. If you still don’t see the toolbar, right click on the picture, and choose “Show Picture Toolbar”


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You can use this toolbar to format the image you inserted. Below is a list of what the toolbar offers.

Button: What it does:

Insert Picture from File

Begins the procedure for inserting your own picture from a file.

Image Control Allows you to change the way the picture looks. Your options are automatic (in colour), grayscale (renders the picture in gray), black and white (renders the picture in black and white), and watermark (washes the picture out in white).

Contrast + and – Allows you to increase and decrease the contrast between the colours of your picture.

Brightness + and – Allows you to increase and decrease the brightness of your picture.

Crop Allows you to choose only part of the image to display. Place your cursor over the squares in the corners and on the sides of the image, click and hold, then move your mouse inwards. The command will move the edges of the picture inwards


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without resizing the image.

Line Style Allows you to frame your picture with a line.

Recolor Allows you to change the colours in your picture.

Format Picture Takes you to a menu that includes all the above commands.

Set Transparent Color Allows you to set the colour that shows through the transparent sections of your image. If the button is grayed out, the image format cannot be set to transparent.

Reset Picture Resets the image to its original specifications.

Inserting an AutoShape When PowerPoint loads, the Drawing toolbar should appear at the bottom of your screen. It looks like this:

If you do not see this toolbar, click View, then click Toolbars, and Drawing to bring it up on your screen. You need it for the following exercise. An AutoShape is a drawing object that Microsoft has provided. The menu includes many common shapes that you can use in your presentation. You can create and resize them to suit your needs. There are eight different categories of AutoShapes. Lines include different styles of lines you can draw. Connectors are lines that you draw between two objects that will move with the objects they are connecting. Basic Shapes are the miscellaneous AutoShapes. Block Arrows are large arrows that can accommodate text if needed. Flowchart shapes can be used to create a flowchart. Stars and Banners give you several different types of stars and banners. Callouts give you cartoon-style speech balloons as well as more professional versions. Finally, Action Buttons provide Internet style buttons to indicate actions.


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Inserting an AutoShape

1. Insert a 2 Column Text slide by clicking the New Slide button,

selecting this icon, , then clicking OK. 2. Add the following text to the slide:

In the Title box: Set Your Goals In the left Text box: • Learn some history

• Take lots of pictures • Make new friends • Get a tan • Experience a new culture • Have fun!

3. Click the AutoShapes button on the drawing toolbar. 4. Select Basic Shapes, then the happy face . 5. Click and hold your right mouse button with your cursor

somewhere on your slide, then drag your mouse down and to the right. The happy face should appear.

6. Release the mouse button. Your happy face might not be the colour you want it to be. In the next section, you will use the Drawing toolbar to manipulate your image.

The Drawing Toolbar You can use the drawing toolbar to manipulate all the drawing elements in your presentation. Below is a list of the commands available.

Button: What it does:

Takes you to a menu that includes commands like Rotate, Align, and Order.

Select Objects Allows you to select objects before you manipulate them.

Free Rotate Lets you rotate your object with your mouse.


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Gives you the menu for inserting AutoShapes.

Line Allows you to draw a line.

Arrow Allows you to draw an arrow.

Rectangle Allows you to draw a rectangle.

Oval Allows you to draw an oval.

Text Box Allows you to insert a text box that you can then type text into. This text is moveable.

Word Art Allows you to insert Word Art (see Chapter 6 for more details).

Fill Color Allows you to change the colour of your drawing object.

Line Color Allows you to change the colour of the lines of your drawing object.

Font Color Allows you to change the colour of your text box or Word Art text.

Line Style Allows you to change the thickness of your straight lines.

Dash Style Allows you to change the style of your straight lines.

Arrow Style Allows you to change the style of your arrows.

Shadow Allows you to add a shadow to your drawing object.

3-D Allows you to make your drawing object 3-dimensional.

The best way to learn to use the drawing toolbar is to take the time to experiment with it. For now, let’s try out a few of the features.

Using the Drawing Toolbar:

1. Select your happy face by clicking on it once.

2. Click the arrow next to the Fill color button.


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3. Click More Fill Colors… at the bottom of the menu that appears. 4. Select a yellow from the Standard colours menu. 5. Click OK. Your happy face should now be yellow.

6. Click the Shadow button .

7. Select Shadow Style 16, which looks like this . Your happy face should now have a shadow that stretches off the right side of the screen.

Producing Presentations Tables

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Chapter 5 Tables In this chapter, you will learn:

4 how to insert a table slide

4 how to create a table

4 how to format tables

Inserting a Table Slide Tables can be an effective way of presenting information to your audience. They are especially useful for presenting statistics and numbers. PowerPoint does not have its own built in table feature, but it does allow you to use Word’s powerful table tool. PowerPoint provides you with a slide that is set up to import a table. The table slide is the easiest way to add a table to your presentation.

Inserting a Table Slide:

1. Click the Insert menu, and choose New Slide 2. From the task pane, under Other Layouts, choose Title and

Table 3. Type Flight Costs into the title field.

Creating a Table Once the table slide is inserted in your presentation, creating your table is simple.

Creating a Table:

1. Double-click in the box that reads Double click to add table. 2. Type 3 in the columns field, and 5 in the rows field when the

dialog box appears.


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3. Click OK. You should see something like this on your screen:

4. Type the following information into your table. You will be able to

move from cell to cell by pressing the Tab key. When the cursor appears, type text into the cell, then press Tab to move to the next cell:

January June Hawaii $ 400 $ 550 London $ 800 $ 1000 Rome $ 900 $ 1050 Los Angeles $ 300 $ 500

5. Click outside of the table box.

Formatting Tables Right now, your table does not look like much. In fact, there is no formatting of any kind. PowerPoint allows you to use Microsoft Word’s table formats to make your table visually appealing. To do this, simply follow the procedure below. The Word Tables and Borders toolbar should appear when your cursor is inside the table:


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If you don’t see the toolbars, choose View Toolbars Tables and Borders

Inserting Rows

1. Add a row between London and Hawaii.

2. Right Click on the word London.

3. Choose Insert Rows

4. The row is inserted, but notice how the table does not fit on the slide.:

5. Position your mouse pointer on the circular handle at the centre bottom of the table. You will see a double headed arrow:

6. Click and drag the table until it fits well on the slide:

7. Add the text: Toronto, $450, $550


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Adding Fill Colours

1. Select the first row of the table.

2. Click the down arrow beside from the Tables and Borders toolbar

3. Choose the colour from the menu:

. 4. For more colour choices and patterns use More Fill Colors or Fill

Effects

Alingment within Cells

1. Select the table.

2. From the Tables and Borders toolbar, click to center text vertically.

3. From the Formatting toolbar, click to center text horizontally.

Adding/Removing Borders

1. Select the table.

2. From the Tables and Borders toolbar, click Table.

3. Choose Borders and Fill.


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4. Click each border button until the screen appears as follows:

5. Click OK.

Producing Presentations WordArt

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Chapter 6 WordArt In this chapter, you will learn:

how to insert WordArt

how to format WordArt

Inserting WordArt WordArt can add eye-catching titles and banners to your slides. It also lets you add special effects to text. WordArt can fit text into a variety of shapes, can apply 3-D effects, and can use any TrueType font on your computer. You can insert WordArt into any slide. You can then resize and alter it to fit with the content of the slide and your presentation.

Inserting WordArt:

1. Insert a new slide, using the Bullet List content layout.

2. Click the WordArt button on the drawing toolbar at the bottom of your screen. It looks like this: .

3. Select the fourth WordArt style in the last column. It should look

like this: . 4. Click OK. 5. Type Attractions when the Edit WordArt Text dialog box

appears. 6. Click OK. The WordArt should appear in the middle of your

screen. 7. Click and hold the WordArt, then drag it to the right side of your

slide. 8. Add the following bullet points:


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• Museums • Beaches • History • Culture

Formatting WordArt You can easily format WordArt to suit your needs. The WordArt toolbar, which appears under the drawing toolbar when you select your WordArt object, gives you quick access to the tools you need. The toolbar looks like this:

Here is a list of what each button does:

Button: What It Does:

Insert WordArt Begins process of inserting WordArt. The same button is on the drawing toolbar.

Allows you to edit the WordArt text: the content, font and style.

WordArt Gallery Shows you the types of WordArt available.

Format WordArt Brings up a menu where you can alter the colour, size and position of the WordArt.

WordArt Shape Allows you to change the shape of the WordArt.

Free Rotate Allows you to rotate the WordArt using the mouse.

WordArt Same Letter Heights

Makes all your characters the same height and width.

WordArt Vertical Text Changes your text from vertical to horizontal.

WordArt Alignment Changes the alignment of your text, such as centered or justified.


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WordArt Character

Spacing Allows you to change the spacing between the characters in the WordArt.

We will go through some basic formatting for WordArt.

Formatting WordArt:

1. Select the WordArt object by clicking on it once.

2. Click the Format WordArt button on the WordArt toolbar. A menu will appear, and should show you the color tab.

3. Click the arrow next to the Fill: Color: field. 4. Click Fill Effects... at the bottom of the menu.

5. Change the WordArt colour by clicking the radio button next to Preset, then scrolling through the Preset colors: menu

. Choose Desert from the menu. 6. Click OK. 7. Click the Size tab on the Format WordArt menu. 8. Change the size of the WordArt by typing 180% in both the

Height: and the Width: fields. 9. Click OK. 10. Move the WordArt to a new position by dragging and dropping

it. 11. Click outside the WordArt. Allow yourself some time to explore all the different WordArt formats and colours. They can add an impressive visual splash to your presentations.

Producing Presentations Animation

37

Chapter 7 Animation In this chapter, you will learn:

how to find and use the animation toolbar

how to animate your text and graphics

how to customize your animation

The Animation Toolbar A successful presentation depends on keeping the interest of your audience and communicating information clearly and concisely. Animating your presentation can assist you in doing that. When you animate a slide, you can control when each element appears on the screen. By doing this, you can keep your presentation on track, and also make your audience more aware of when you move on to a new topic. When you have a list of items to present to your audience, you might want to build the list one item at a time. You can hide each item of your list until you need it by using animation. You can animate both text and graphics. PowerPoint comes with many animation choices, which can be also accompanied by sound if you so desire. Animation is simple to add to any presentation using the Animation Schemes task pane.

Animating Your Presentations PowerPoint presentations are inherently visual, and animation can be a powerful enhancement to each slide.

Adding Animation to a Slide:

1. Go back to your title slide by using the scroll bar on the right side of your screen.

2. Click on your title: Your Perfect Vacation. 3. Click the Slide Show menu and choose Animation Schemes.


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4. Click the Fade in all item on the task pane

5. Click the Apply to All Slides. You will not see any changes to your slide, but when you run your presentation, your text will be animated. An important point to remember about PowerPoint animation is that unless you specify otherwise, your presentation will not advance until you click the mouse or press the enter key. You can change this when you customize your animation.

Customizing Animation The animations available on the Animation Effects toolbar are only the most common ones. There are many variations and styles that you can use when you customize your animation. You manipulate several aspects when you customize your animation. You can change your animation effect, as well as your sound. Also, you can change how you want your text to appear; as a sentence, one word at a time, or one letter at a time. You can make each line dim when the next one appears. You can also set your timings in the Custom Animation menu.

Customizing Animation:

1. Move to your second slide using the scroll bar on the right side of your screen.

2. Click once on your slide title: Easy Vacation Planning. 3. Click the Slide Show menu and choose Custom Animation. 4. Click the object on the slide you want to change the animation for. 5. Select the Change button from the Animation task pane. Choose

a new Efffect.

6. Double Click the text object name:


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7. Modify any settings. Your first two slides have now been animated. Take some time to explore the other animation options and find out which ones you like best.

Producing Presentations Formatting Slides

41

Chapter 8 Formatting Slides In this chapter, you will learn:

how to change the background colour of your slides

how to set slide footers

how to apply templates to an existing presentation

how to edit templates

Changing Slide Backgrounds Changing the background colour of your slide can serve to draw more attention to what is being presented. A darker background can draw a person's attention to a bright graphic or light coloured text. In the same way, lighter backgrounds can enhance dark text and pictures. As well, dark backgrounds are good for presentations, and light backgrounds are better for printed slide shows, such as overheads or handouts. You have many options when changing your background colours. You can use a solid colour, or you can use a fill effect such as a texture, or your own pictures. PowerPoint will place your background colour behind any text or images already on the slide.

Changing Backgrounds:

1. Scroll down to your third slide, titled Destinations, using the scroll bar on the right side of your screen.

2. Click the Format heading in the menu bar, then click

Background…. 3. Click the arrow at the end of the Background Fill field below the

preview box. It should look like this: . 4. Click Fill Effects. 5. Click the Texture tab. 6. Select the White Marble texture. It should be the second tile from

the left in the middle row. 7. Click OK. 8. Click the Apply button. If you wanted this texture to be the

background for all your slides, you would click Apply to All.


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There are many textures, patterns, colours and pictures you could use as your background. Explore and decide which ones you like best.

Slide Footers Slide footers are the best place to put common slide information like the date, slide number, or the occasion for the presentation. Any information you add to the footer will appear on every slide. If you insert the date or time of your presentation, PowerPoint can automatically update it for you.

Editing the Slide Footer:

1. Click the View heading on the menu bar, then click Header and Footer.

2. Make sure the Date and Time checkbox has a checkmark in it,

, and click the Update automatically heading.

3. Click the arrow at the end of the date field, , and select a date format, for example June 9, 2004.

4. Click the checkbox next to Footer. There should be a checkmark

in it. 5. Type Your Perfect Vacation into the field below it. 6. Click the checkbox next to Don't show on title slide. There

should now be a checkmark in it. 7. Click Apply to All. The date and your presentation title will now appear on every slide except your title slide.

Applying a Template Applying a template is an easy way to format your fonts, lists, and backgrounds. After you have created the content of your presentation, you can apply a template and apply all your formatting quickly.


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Applying a Template to a Presentation:

1. Click Format on the menu bar, and click Slide Design. 2. The task pane on the right will show many templates.

3. Move down the list until you see the file whirlpool.pot. Select

that file. 4. Click on the picture to apply it. Click the down arrow beside

the picture and choose “Apply to selected slides” to apply the design to only the selected slide.

Editing a Template Master If you want to change part of a template, you can do so by editing the master slide. Your changes will apply to your entire presentation. You can also create new templates by editing the master slide in a blank presentation and saving the presentation as a PowerPoint template.

Editing a Template:

1. Click the View heading on the menu bar, then click Master , then Slide Master.

2. Select Click to edit Master text styles. 3. Click the Format heading on the menu bar, then click Font. 4. Change the colour of your text by clicking the arrow at the end of

the Color: field, and selecting the light purple square. It should be the sixth box from the left.

5. Click OK. 6. Click the Format heading on the menu bar, then click Bullet. 7. Select Wingdings from the Bullets From: menu, then select a

symbol that appears below. 8. Click OK. 9. Click the View heading on the menu bar, then click Slide.


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By changing your master slide, you can apply changes to your entire presentation without having to format each slide individually. This procedure saves you time and prevents accidental inconsistencies.

Producing Presentations Other PowerPoint Features

45

Chapter 9 Other PowerPoint Features In this chapter, you will learn:

how to insert graphs

how to insert organization charts

how to change your slide transitions

Graphs At times, it will be useful for you to present a graph to your audience. PowerPoint can create the graph for you and insert it into your presentation. There are two steps to creating a graph: create a small spreadsheet with your information, and then pick a style.

Inserting a Graph:

1. Click the Insert menu and choose New Slide.

2. Select the Title and Content slide from the task pane.

3. Type Timeline: Hours Spent in the title box:.

4. Click the Chart icon 5. Double-click where it reads Double click to add chart. 6. Select the data that appears by default with the data sheet and

delete it by pressing the Delete key.


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7. Type the following into the data sheet:

London Paris Rome Museums 10 25 20 Attractions 15 15 15 Shopping 10 5 5 Relaxing 10 10 10

8. Close the data sheet by clicking the in the top right corner.

9. Click the Chart Type button on the Chart toolbar at the top of your screen.

10. Select the 3-D Bar Chart from the drop down menu. 11. Click outside the graph. If you wish to edit your graph again, double-click it. It is important to know what type of graph suits the information you are trying to get across. Explore the chart toolbar and find out how it works.

Diagrams & Organization Charts You might want to use an organization chart to display an organizational structure. PowerPoint's diagram and organization chart feature lets you design and insert these charts quickly and easily.

Inserting an Organization Chart:

12. Click the Insert menu and choose New Slide.

13. Select the Title and Content slide from the task pane.

1. 2. Type the following in the title box: Places to Go.

3. Click the icon.


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4. Choose the Organizational Chart diagram type:

5. Type Europe in the top box. 6. Type England, France, and Italy in the three subordinate boxes. 7. Add a subordinate box to England by clicking the Subordinate

box:

8. Type London into the new subordinate box by clicking on it

once, then typing the text. 9. Add subordinate boxes to France and Italy, typing Paris and

Rome respectively.

Slide Transitions You can change the way the next slide in your presentation appears by formatting your slide transitions.

Changing Slide Transitions:

1. Scroll back to your title slide using the scroll bar on the right side of your screen.

2. Click the Slide Show heading in the menu bar, then click Slide

Transition…. The Slide Transitions task pane will appear.


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3. Select the Checkerboard Across effect from the task pane. You

will see a preview of the effect above the field.

4. Click speed. 5. Click Apply to All Slides. When you run your slide presentation, the transition will take you from one slide to another.

Producing Presentations PowerPoint Views

49

Chapter 10 PowerPoint Views In this chapter, you will learn:

what the different PowerPoint views are

PowerPoint Views Views offer you different ways of looking at the same document. Each view shows you different aspects of your presentation, and makes it easier to do different tasks. There are four different PowerPoint views. You can change your current view in two ways. The first is to click the View heading in the menu bar. The second is to use the view buttons located in the bottom left corner of your screen. The buttons look like this: .

Normal View: Up to this point, we have been working in Normal view. This is the default setting for PowerPoint. This view is useful in designing individual slides. There is only one slide on the screen at a time, which makes typing and formatting easier.

Slide Sorter View: This view is also very useful for organizing your presentation. All your slides are displayed, smaller, on one screen. Here you can move slides to different places in your presentation by simply dragging and dropping them to their new position. It is also easy to add or delete slides. Using the different PowerPoint views can make creating and manipulating your presentation easy. Take some time to become comfortable with them all.

Producing Presentations Presenting Slide Shows

51

Chapter 11 Presenting Slide Shows In this chapter, you will learn:

how to run your slide show

how to set up a self running presentation

Running Your Slide Show Once your presentation is completed, you should run through it before you present it to an audience. That way, you have a chance to get used to your transitions and animations, and you will know what to expect in advance. Your slide show will start running from the slide that you are currently viewing, even if it is the last one. If you want to run the whole show, scroll up to the title slide of your presentation. You can advance your slide show by either pressing the Enter key or clicking your left mouse button. The show will advance to the next slide, or the next animation, depending on the animation settings. There are two ways to start your slide show. The first is to click Slide Show in the menu bar, and then clicking View Show. The second is to click the Slide Show button , which is located next to the view buttons on the bottom left corner of your screen.

Running a Slide Show:

1. Change your view back to Normal by pressing this button . 2. Scroll to the title slide of your presentation using the scroll bar on

the right side of your screen. 3. Click the Slide Show button or choose the menu Slide Show

then View Show. 4. Press Enter or click the left mouse button to advance the slide.

If your presentation stops and does not appear to be doing anything, press Enter or click with your mouse. The presentation is waiting for your input.

5. Press Enter or click the left mouse button when you reach the

last slide (it should be your organizational chart). You will return to the PowerPoint slide screen.


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Self Running Slide Shows While PowerPoint presentations are generally used to accompany speeches, you can also set your presentation to run automatically. There are several reasons you might do this. If the presentation is part of a booth at a conference or some other event, having it advance automatically is especially convenient. Also, if you will not be at a computer during your speech, and do not have an assistant to advance the slides for you, you can set the timing of your speech to advance at the appropriate interval. Let's assume that you are setting up a slide show to run at a booth.

Setting Up a Self Running Show:

1. Click the Slide Show heading on the menu bar, then click Set Up Show….

2. Click Browsed at a kiosk (full screen). 3. Click Using timings, if present, in the Advance slides box near

the bottom. 4. Click OK.


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5. Click the Slide Show heading on the menu bar, then click Slide Transition….

6. Click the check box next to Automatically after. There should be

a checkmark in it. 7. Replace the 0 with 5 seconds. 8. Click Apply to All. 9. Scroll up to the title slide. 10. Run your slide show by clicking the Slide Show button . Just

sit back and watch; you do not have to do anything. To stop your slide show at any time, press the Escape key.

Producing Presentations Printing Presentations

55

Chapter 12 Printing Presentations In this chapter, you will learn:

how to print PowerPoint presentations

Printing

Printing a presentation

1. Click File on the menu bar, then click Print…. 2. From the “Print What” drop down, choose print layout that you

would like. See examples below.

3. Choose print colour settings. For Black & White printers, “Pure black and white” is recommended. See below for samples.

4. Click OK.


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Print What type: What it looks like:

Slides

One slide per page, slide takes up full 8 ½ x 11 sheet.

Handouts

2, 3, 4 or 6 slides to a page

Notes Pages

Image of slide on the top of page, and “Speakers Notes” shown on the bottom. One slide per page.


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Outline

Text from outline pane printed. No graphics shown.

Print Colours : What it looks like:

Colour

The presentation will be printed in full colour. If not printing on a colour printer, this is not recommended as slides will be very dark.

Grayscale

All colours will be converted to shades of gray. If the background is dark, can be a dark print out on black & white printers


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Pure Black & White

Converts all colours to either black or white. Prints very well on Black & White printers.

Create a Word file for printing

Creating a Word file for printing

1. Click File on the menu bar, then click Send To….Then choose Microsoft Word.

2. From the dialog box choose the layout that you would like.

3. Click OK.

Producing Presentations Closing PowerPoint

59

Chapter 13 Closing PowerPoint In this chapter, you will learn:

how to close PowerPoint

Closing PowerPoint Once you are finished for the day, you must close PowerPoint.

To Close PowerPoint:

1. Click the File heading on the menu bar, then click Exit. 2. Follow the directions to save your presentation if you have not

done so already. If you have saved your presentation, PowerPoint will close and you will return to the Windows desktop.

Producing Presentations PowerPoint Books

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Chapter 14 PowerPoint Books Microsoft Books, are available online through the U of C library:

1. Go to www.ucalgary.ca/library

2. Click “Article Indexes”

3. Click “B”

4. Click “Books 24x7 IT Pro”

5. Click “Connect”

6. Type in PowerPoint in the search box, and choose “Titles”

7. Click “Go”

producing presentations a beginner's guide to powerpoint

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